Entry Systems for Short-Term Rentals

Smooth entry into a short-term rental is a crucial part of making a good first impression. It’s the first step to ensuring a positive guest experience and receiving glowing reviews. Getting stuck on the threshold of a temporary rental after a long day of travel is a recipe for quickly mounting frustration. You can avoid problems by choosing the right entry solution for your unit. There are many different systems available. This article breaks down the various options along with their pros and cons.

Meeting your guests in-person for the key exchange

Sometimes it’s easier to do things the old-fashioned way. You can simply arrange to meet your guests to let them in and hand over the keys.

Pros

Although less common now in North America, many hosts do take the time to greet their guests in person. On a recent trip to Portugal, all my short-term rental hosts met me at the accommodations. It was a nice human touch in synch with the human scale and friendliness of the small Latin country. It was always interesting to meet the hosts and be able to ask them questions. Why not bring that same level of personal hospitality to your rental? This hands-on approach provides a warm welcome and allows you to directly address any initial questions about the home or area. It sets a positive tone for their stay, making them feel valued and well taken care of from the moment they arrive.

Cons

However, coordinating in-person meetups for key exchange can be challenging. The precise timing involved can be stressful for both hosts and guests, especially when dealing with the unpredictable nature of travel. This method also requires a significant commitment of time and flexibility from the host, who must adapt to various arrival schedules. Additionally, for hosts managing multiple properties or those with a high turnover rate, the logistics of personal greetings can be impractical. And if your guest loses a key, you’ll need to give them another one and probably eventually change the lock.

Lockboxes

A lockbox is a secure, sturdy container designed to safely store keys for properties, including short-term rental accommodations. Typically made from durable materials, it can be securely attached to a fixed object near the entrance of the property or discreetly placed in a nearby location. Access to the key in the lockbox is granted through a combination code, which can be entered via pushbuttons, rotating wheels, or a dial mechanism, depending on the lockbox model. This simple yet effective system provides a convenient way for guests to self-check-in by retrieving the house keys upon their arrival, without the need for direct host-guest interactions.

Pros

Lockboxes’ main benefit lies in providing guests with flexible, 24/7 access, eliminating the need for hosts to be physically present for key exchanges. This can be more convenient for both parties and accommodates guests arriving at odd hours. Furthermore, lockboxes are a cost-effective option, requiring only a one-time investment without ongoing expenses. Their ease of installation and use adds to their appeal.

Cons

Key lockboxes offer convenience, yet they aren’t always a perfect solution. Break-ins can be a problem if access codes become known or are not updated regularly. They are also vulnerable to forced entry through various methods, such as drilling or the use of crowbars. Additionally, extreme weather conditions can degrade them over time, compromising their reliability. And since guests still use a physical key and lock, there is always the possibility of a lost key and all the accompanying logistical hassles.

Smart locks

A smart lock is an advanced security device designed to enhance access control for short-term rentals and other properties. It replaces traditional deadbolts and allows for keyless entry, enabling guests and property managers to unlock doors using access codes, smartphones, or even biometric data via Bluetooth or Wi-Fi connectivity.

Pros

Smart locks greatly improve the convenience and security of short-term rentals by enabling easy keyless entry. Hosts don’t need to be present to hand over keys, which makes check-ins easier and more flexible. These locks can create unique, temporary codes for each guest. With remote management capabilities, hosts can instantly update or revoke access. This ensures only current guests have entry. They also track entry and exit with detailed activity logs and are built to resist tampering and forced entry. They are generally a more secure solution than traditional lockboxes.

Cons

While smart locks offer considerable advantages for short-term rental properties, they come with potential drawbacks that warrant consideration. The risk of hacking is a concern for any internet-connected device. That said, leading smart lock manufacturers prioritize security, employing advanced encryption and safeguards like two-factor authentication to mitigate this risk. Another consideration is the higher initial cost of smart locks compared to traditional options, which might be a barrier for some property owners. Moreover, some smart locks involve recurring service fees. However, many smart lock brands offer many basic functions without any fees.

Electronic Keypads

Electronic keypad locks provide a practical solution for those seeking a middle ground between traditional keyed entry and high-tech smart locks. These locks feature a touchscreen or physical keypad where users input a code to gain access, eliminating the need for physical keys. This keyless system allows for the creation and removal of multiple user codes, offering flexibility like that of smart locks but without the need for internet connectivity or mobile devices.

Pros

Electronic keypad locks offer several advantages for short-term rental operators. First, like the previous three options, they eliminate the need to hand keys over to guests. These locks provide enhanced security like smart locks by allowing operators to easily manage access codes. This lets you grant temporary or permanent access to guests, cleaners, and maintenance personnel. Furthermore, electronic keypad locks are typically more cost-effective than fully connected smart locks, making them a practical choice for operators looking to improve security without significant investment in smart home technology.

Cons

They lack some of the advanced features of fully connected smart locks, such as remote management and integration with smart home systems. Additionally, they are usually pricier than traditional locks with keys or lockboxes.

 

Whatever option you go with, clear communication with guests about access procedures before they arrive is key. Be sure guests understand how to operate the locks and where to locate keys or access codes. Send them detailed instructions along with diagrams, as needed. By proactively communicating this information before guests arrive, you avoid frustration for everyone involved and get your guests’ stay off to a smooth start.